Enter Purchase Order Header
Explanation
This activity is used to enter a new purchase order header. A purchase order is built in two
levels: an order header and one or
more order lines. The first step in creating a new purchase order is to set up the purchase order
header.
The purchase order number is automatically assigned by the system when you
save the
purchase order header.
However, you can manually enter an order number before saving the header.
The system uses the order number prefix and number specified in the
Coordinator Groups
window to produce the order number.
When entering a purchase order for a new supplier that has not yet been entered,
you can perform a quick registration of the new supplier, using an existing supplier as a
template. When you do so, supplier information that is not company-specific is automatically
copied from the template supplier to the new supplier and additional information is
entered in the
Quick Supplier Registration dialog box.
Delivery information for the purchase order header can
be viewed and altered on the
Purchase Order/Misc Order Info tab.
Regarding supplier scheduling, it is required to enter a purchase order
header. It is used for the release of supplier schedule lines against the
purchase order where the Demand type of the schedule lines is equal to Delivery
Authorized. The purchase order is used to monitor progress of receipt and invoicing (which
might be automated) of parts for a schedule release.
Prerequisites
- You must have a coordinator record in the
Coordinators
window.
- If you want to perform a quick registration of a new supplier, there must be a template
supplier to use when doing so. The Use as Template check box should be
selected for those
suppliers who are to be used as templates, either on the
Purchase/General tab in the
Supplier window or in the
Suppliers
window. A description must also be
entered for the template of each supplier.
- Normally, supply chain parameters should be defined
for the supply chain relation. For external suppliers, this can be done in the
Supplier to Site Supply Chain Parameters window and for internal
suppliers this can be done in the
Site to Site Supply Chain Parameters
window.
- Optionally, if you want to control the automatic order number sequence,
the coordinator group connected to the coordinator must have default values
defined for the purchase order prefix and purchase order number in the
Coordinator Groups window.
Otherwise, a random order number is automatically assigned.
System Effects
- As result of this activity, a purchase order header will be entered and set to
the Planned status.
- If the supplier is entered through quick registration, a new supplier record
will be created. The New Quick Registered Supplier check box for this supplier will
automatically be selected on the Purchase/General tab of the
Supplier
window.
- With regards to supplier scheduling, the purchase order number will be entered
on
the
Agreement Orders tab of the
Supplier Schedule Agreement
Part window in IFS/Supplier Schedules.
- When manually entering a purchase order header, the
system will retrieve the ship-via code by first determining if a ship-via code has been
specified in the supply chain parameters (which would be specified in the
supplier-to-site relation for an external supplier or in the site-to-site
relation for an internal supplier). If no ship-via code has been specified in
the supply chain parameters, the system will use the ship-via code specified in
the supplier's record.
- If the Use Supplier Address For
Tax check box is un-selected on supplier, taxes will be retrieved from
the company's delivery address.
- Defaul value for the tax liability will be retrieved from the supplier. This value will be
the default value on the order lines and charge lines.
- Tax
calculation basis for the purchase order part line, no part line and charge
line is based on whether or not the Use Price Incl Tax check box is
selected on the
Purchase Order/Misc Order Info tab.
Window
Purchase Order
Related Window Descriptions
Purchase Order
Quick Supplier Registration
Procedure
To enter a purchase order header for a previously entered supplier:
- In the Purchase Order window, create a new record.
- You have the option of entering a purchase order number. If not, this is automatically assigned by the system.
- Enter the supplier ID in the Supplier field. You can enter the ID or
use the List of Values. The supplier name appears automatically.
- The information in the Site, Buyer, Delivery Address, Document
Address, Coordinator, and
Currency fields appear automatically.
However, you can change their values manually before saving.
- In the Receipt Date field, enter the date on which you want the parts to be delivered into
stock.
- Save your entry.
To enter a purchase order header for a new supplier that is not yet entered:
- In the Purchase Order window, create a new record.
- You have the option of entering a purchase order number. If not, this is automatically assigned by the system.
- Right-click and then click Quick Supplier Registration. The
Quick
Supplier Registration dialog box opens.
- In the Template Supplier ID field, enter the ID of the supplier whom you want to use as a
template. You can enter the ID or select one from the List of Values.
- In the New Supplier ID field, enter the ID of the new supplier.
- Enter the name of the new supplier in the New Supplier Name field.
- In the Association No field, you can enter the association number of the new supplier.
- In the Country field, select a value from the List of
Values.
- In the Address field, enter the complete address for the new supplier.
- Click OK to exit the
Quick Supplier Registration dialog
box.
- The information in the Site, Buyer, Delivery Address,
Document
Address, Coordinator, and
Currency fields appear automatically.
However, you can change their values before saving.
- In the Receipt Date field, enter the date on which you want the parts to be delivered into
stock.
- Save your entry.
To enter a purchase order header for external
maintenance and repair services:
- Perform all the steps in either of the procedures described above, but
before saving you should change the order code to 6 (External Service Order)
or select it from the List of Values.
- When the header is saved, the External Service Type, Service Description,
Serial No, and Lot Batch No fields on the
Part Order
Lines tab are made available.